If you planned an item in a quantity greater than available in stock, the item will turn red as it has a shortage. The shortage can be solved by sub-hiring the item. This can be done in two ways. The first way is to navigate to the main tab "Sub-hire" from shortages in all your ongoing projects can be managed, the second way is to the sub-hiring function in the project itself in the "Materials" tab or the "Sub-hire" tab.
Sub-hires in the main "Sub-hire" tab can be used for all projects, these can however not be invoiced. These are usually materials that are used on several projects. Materials sub-hired on project level can be invoiced.
The main "Sub-hire" tab provides an overview of all shortages and sub-hires in projects. On the right side the shortages are shown and on the left side the sub-hires.
Sub-hiring items in the main sub-hire module
To sub-hire materials in the main sub-hire tab, open it and click on "sub-hire (selected) materials". Then fill in the applicable information in the pop-up.
Reference: Enter the name or number of the sub-hire assignment (internal reference).
Provider: Fill in your provider here, a new provider can be created by clicking on. More information on adding contacts.
Type: Fill in how the sub-hired materials will be transported.
Status: Select the sub-hire's status.
Account-manager: Fill in who is responsible for managing the sub-hire.
Usage from/to: Here the usage period is entered. This is the time period that you will bill your customer.
Date in/out: Select the sub-hire period from your supplier here. This is the time period your supplier will bill you.
Price: Fill in the sub-hire's price here.
Note: Additional notes can be entered.
In the materials tab items for the sub-hire are selected and added. It is possible to search for name, code or select them from the material folders.
Searching for name
When searching for name the materials are added by filling in a quantity and clicking on "Add".
Searching with code
Searching in folders
When searching in folders the needed materials are added by entering a quantity and clicking on add materials.
After you have added the needed materials click on save sub-hire.
Sub-hiring materials on project level
If there are shortages in a project, the materials can be directly sub-hired. The exact number of materials is automatically added on the correct dates. To sub-hire directly within a project, select the materials that are marked as red and click on "Sub-hire selected".
In the window opens which requires you to fill in some more information about the sub-hire. As materials and dates are automatically added the only information to enter is the supplier, type, status, price and optional remarks.
Note that the sub-hire will only be in the sub-hire module when the status of the project is changed to "Confirmed".
Rentman offers the possibility to additionally add temporary items, that are never in stock. To add such an item click on "Temporary item". In the new window you can now select the needed item and add some more information about it.
Name: Enter the temporary item's name.
Type: Select if its an item that is rented out or sold.
Rental price: Insert the rental/selling price here.
Sub-hire price: Insert the sub-hire/purchasing price here.
Margin price: Enter the margin price here. (For example: Rental price - sub-hire price - additional costs)
VAT rate: Select the applicable VAT rate.
Temporary items have a blue symbol instead of a green one.